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Table of Contents

v

Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiiiAbout the CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv

What’s on the CD. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxvUsing the CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxviSystem Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxviSupport Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxvii

Conventions and Features Used in This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxixText Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxixDesign Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxix

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxiWho This Book Is For . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxiHow This Book Is Organized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxii

Part 1: Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

Chapter 1: Overview of the 2007 Microsoft Offi ce System . . . . . . . . . . . . . . . . . . . . . 3

The New World of Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Collaboration Workspaces and Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Business Intelligence on Your Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

The New Microsoft Offi ce User Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6The Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Galleries and Live Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

The New Microsoft Offi ce XML File Formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10What Else Is New? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Microsoft Offi ce Word 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Microsoft Offi ce Excel 2007. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Microsoft Offi ce PowerPoint 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Microsoft Offi ce Outlook 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Microsoft Offi ce Access 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152007 Offi ce System Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Templates and Assistance from Microsoft Offi ce Online . . . . . . . . . . . . . . . . . . . . . . . . 17

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Chapter 2: The 2007 Office System User Interface: What’s Changed, What’s the Same. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

A Quick Tour and Comparison. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22The Ribbon and Command Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Customizing the Quick Access Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32The Microsoft Office Button and Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Working in Context: More Tabs, Plus Some Menus and Toolbars . . . . . . . . . . . . . . . . . . . . . . 36

Contextual Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Shortcut Menus and the Mini Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Galleries and Live Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Searching Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Chapter 3: Managing Security and Privacy in the 2007 Office System. . . . . . . . . . . 45

Working in the Trust Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Digital Signatures and Trusted Publishers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Using Trusted Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51Setting Security Options for Macros and Add-Ins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Security Settings for ActiveX Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Setting Your Privacy Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Removing Hidden Data and Personal Information from Microsoft Office Documents . . . . 61Applying Information Rights Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Configuring Your Computer to Use Information Rights Management . . . . . . . . . . . . 66Restricting Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Assigning a Password to a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69Changing a Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Removing a Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Avoiding Phishing Schemes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Part 2: Collaboration Essentials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

Chapter 4: Collaborating and Sharing with Others . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Understanding and Using the 2007 Office System Collaboration Environments . . . . . . . . . 77Creating and Using Shared Workspaces with Windows SharePoint Services . . . . . . . . . . . . 79

Understanding the Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Accessing or Adding Content in a SharePoint Document Library. . . . . . . . . . . . . . . . . 81Creating or Editing a Windows SharePoint Services Shared Workspace . . . . . . . . . . . 83

Creating and Using Groove Workspaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Understanding Your Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Creating a Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Inviting Others to Join a Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Using Office OneNote 2007 as a Collaboration Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89Shared Notebooks and Live Sharing Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

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Chapter 5: Organizing and Finding Information in Microsoft Office OneNote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Organizing a OneNote Notebook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92Creating a Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Working in the OneNote Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Organizing Notebook Sections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Adding and Grouping Notebook Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Adding Notes and Information to a Notebook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Adding and Working with Text Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Tagging Types of Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103Printing to OneNote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105Embedding References to Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108Using Office OneNote and Office Outlook Together . . . . . . . . . . . . . . . . . . . . . . . . . . 108Inserting Audio or Video Recordings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109Adding Information to a Notebook from the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112Capturing Information on Your Windows Mobile–Powered Device. . . . . . . . . . . . . . 115Inserting an Image in a Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115Creating a Drawing in OneNote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116Creating and Working with Tables in OneNote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Finding Your Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119Using a Notebook on More Than One Computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Creating a Notebook for Use on More Than One Computer . . . . . . . . . . . . . . . . . . . 121Share an Existing Notebook Among Your Computers . . . . . . . . . . . . . . . . . . . . . . . . . 122

Working as a Team with Office OneNote 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Working with a Shared Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Protecting a Shared Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124Sharing an Existing Notebook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127Sharing a Notebook in a Live Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127Sharing Notes Using E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Chapter 6: Working as a Team in a Microsoft Office Groove Workspace . . . . . . . 131

Getting Started with Groove . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132Setting Up a Groove Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133The View from the Launchbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135Groove Workspace Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Creating a Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138Inviting Workspace Members and Assigning Member Roles . . . . . . . . . . . . . . . . . . . 140Using Your Groove Account on a Second Computer . . . . . . . . . . . . . . . . . . . . . . . . . . 142Knowing When Members Are Present and Accounted For . . . . . . . . . . . . . . . . . . . . . 143Chatting with Workspace Members. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145Setting Roles and Changing Role Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146Exploring a Groove Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Outfitting a Groove Workspace with Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150Keeping a Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151Topics Under Discussion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Making Meetings More Effective . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155Storing, Organizing, and Sharing Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

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Tracking Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158Taking Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160Adding Pictures to a Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162Sketching Your Ideas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Chapter 7: Sharing and Communicating Using Microsoft Office Groove . . . . . . . 167

Setting Up and Using a File-Sharing Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167Downloading Files in a File-Sharing Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

Managing Groove Communications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176Using the Communications Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177Groove Instant Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182Managing Groove Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

Working with Groove Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187Managing Contacts from the Launchbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189Viewing a Digital Fingerprint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190Verifying Contact Identities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

Introducing the Groove Forms Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194Designing a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196Designing a View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200Testing and Publishing Your Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

Managing Workspace Archives and Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

Part 3: Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Chapter 8: Mastering Page Setup and Pagination . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

Basic Page Setup Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208Changing Margins and Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209

Changing Margin Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209Choosing Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211

Selecting a Paper Size and Source. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211Choosing a Paper Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211Selecting the Paper Source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212Saving Page Setup Defaults to the Current Template. . . . . . . . . . . . . . . . . . . . . . . . . . 213

Controlling Page and Section Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215Adding Manual Page Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216Creating Additional Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216Inserting Text Wrapping Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Working with Varying Page Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219Multiple Page Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221Aligning Content Vertically Between Margins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222

Including Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Adding Page Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Creating Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224Deleting Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

Working with the Document Grid. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229Specifying Document Grid Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230Displaying the Drawing Grid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230

Adding and Controlling Line Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

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Chapter 9: Outlining Documents for Clarity and Structure . . . . . . . . . . . . . . . . . . . 235

Outlining Enhancements in Word 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235Creative Outlining with Word 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236Eleven Reasons to Outline Your Next Complex Document. . . . . . . . . . . . . . . . . . . . . . . . . . . 237Viewing a Document in Outline View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239

Exploring the Outlining Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241Creating a New Outline. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242Choosing Outline Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243

Displaying Different Levels of Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243Showing the First Line of Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244Removing and Showing Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245

Working with Headings in Outline View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246Adding a Heading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246Applying Outline Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246Promoting and Demoting Headings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

Displaying Outline and Print Layout View at the Same Time . . . . . . . . . . . . . . . . . . . . . . . . . 247Changing Your Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248

Expanding and Collapsing the Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249Moving Outline Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

Printing Your Outline. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251Using the Document Map vs. Using Outline View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

Chapter 10: Advanced Layout and Formatting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255

Layout and Design Fundamentals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256Using Backgrounds and Watermarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

Creating Backgrounds and Watermarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258Changing and Removing Backgrounds and Watermarks. . . . . . . . . . . . . . . . . . . . . . . 261

Controlling Text Placement and Formatting with Text Boxes, Shapes, and Frames . . . . . . 262Creating Text Boxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263Inserting Text into Text Boxes and Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264Using Floating Frames for Comments, Footnotes, Tables, and Fields . . . . . . . . . . . . 266Formatting Text Boxes and AutoShapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267Linking Text Boxes to Flow Text from One Text Box to Another . . . . . . . . . . . . . . . . . 270Moving Between Linked Text Boxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271Copying or Moving Linked Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272Breaking Text Box Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273Deleting Linked Text Boxes Without Losing Text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273Switching Between Text Boxes and Frames . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

Configuring Word 2007 Layout Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275Commanding Attention with Borders and Shading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276Adding a Simple Border . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276Creating Enhanced Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277

Choosing Border Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279Selecting Line Styles for Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281Choosing a Border Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282Controlling Border Width . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

Creating Partial Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285

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Using a Page Border . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286Creating a Page Border . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286Adding an Artistic Border . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287

Adding Borders to Document Sections and Paragraphs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288Bordering Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289

Adjusting Border Spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290Inserting Graphical Horizontal Lines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292

Adding a Graphical Horizontal Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292Formatting a Graphical Horizontal Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293Importing a Custom Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294

Adding Borders to Pictures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295Using the Picture Border Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295Adding a Picture Border by Formatting the Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . 296

Adding Table Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297Applying Shading Behind Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298

Applying Shades to Tables and Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298Shading Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300

Chapter 11: Revising Documents Using Markup Tools . . . . . . . . . . . . . . . . . . . . . . . . 301

Benefits of an Organized Revision Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301Familiarizing Yourself with Markup Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302Using the Highlight Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304

Highlighting Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305Removing Highlighting from Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306Finding Highlighted Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306Reformatting Highlighted Items with Another Highlight Color . . . . . . . . . . . . . . . . . 307

Adding and Managing Comments Effectively . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307Configuring Reviewers’ User Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309Configuring Colors Associated with Reviewers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310Allowing Reviewers to Use Only the Comments Feature . . . . . . . . . . . . . . . . . . . . . . . 311Inserting Standard Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313Configuring Comment Balloon and Reviewing Pane Options. . . . . . . . . . . . . . . . . . . 315Reviewing Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318Deleting Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320Printing Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321Saving a Document with Comments as a Web Page. . . . . . . . . . . . . . . . . . . . . . . . . . . 322

Tracking Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323Tracking Changes While You Edit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325Adjusting the Appearance of Tracked Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327Accepting and Rejecting Proposed Edits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330

Comparing and Combining Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334Comparing Two Versions of a Document (Legal Blackline) . . . . . . . . . . . . . . . . . . . . . 334Combining Revisions from Multiple Authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336

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Part 4: Excel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .339

Chapter 12: How to Work a Worksheet and a Workbook . . . . . . . . . . . . . . . . . . . . . 341

Moving Around Regions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341Navigating Regions with the Keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342Navigating Regions with the Mouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342Navigating with Special Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344

Understanding Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344Selecting with the Mouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344Using the Find & Select Commands. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347Selecting with Go To Special . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349

Techniques for Entering Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352Making Entries in Cells and in the Formula Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352Making Entries in Ranges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360Editing and Undoing Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361

Managing Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363Inserting and Deleting Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363Naming and Renaming Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364Moving and Copying Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365

Viewing Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366Splitting Worksheets into Panes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367Freezing Panes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368Zooming Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370Using Custom Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372

Protecting Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372Unlocking Individual Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373Protecting the Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374Allowing Password Access to Specific Cell Ranges . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375Hiding Cells and Worksheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378Using Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378

Managing Multiple Workbooks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379Navigating Between Open Workbooks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379Arranging Workbook Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380Getting the Most Out of Your Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382Comparing Worksheets Side by Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 383

Opening Multiple Windows for the Same Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385Useful Inconsistencies of New Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387

Hiding and Protecting Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389Hiding Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389Protecting Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390Encrypting Workbooks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391Saving Workbooks or Windows as Hidden. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392Hiding Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392

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Chapter 13: Building Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393

Formula Fundamentals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393Understanding the Precedence of Operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393Using Cell References in Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394Editing Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401Understanding Error Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403

Using Functions: A Preview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404Using the Sum Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405Inserting a Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406Using Formula AutoComplete. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406

Working with Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407Naming Cells and Cell Ranges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407Getting Explicit About Intersections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418Creating Three-Dimensional Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419Formula-Bar Formatting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420Using Structured References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420

Worksheet Calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427Recalculating Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428Calculating Part of a Formula . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429Working with Circular References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 430Understanding the Precision of Numeric Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433

Using Arrays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434One-Dimensional Arrays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434Array Formula Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 435Two-Dimensional Arrays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436Single-Cell Array Formulas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437Using Array Constants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437Understanding Array Expansion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439

Linking Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439Saving Linked Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439Opening a Dependent Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440Editing Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441Copying, Cutting, and Pasting in Linked Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . 442

Creating Conditional Tests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .444Using the Conditional Sum and Lookup Wizards . . . . . . . . . . . . . . . . . . . . . . . . . . . . .444Creating Conditional Sum Formulas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446Creating Lookup Formulas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449

Chapter 14: Using Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453

Using the Built-In Function Reference in Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453Exploring the Syntax of Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456

Expressions as Arguments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457Types of Arguments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457

Inserting Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458Inserting References and Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461

Understanding Mathematical Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461Using the SUM Function. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461

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Using Selected Mathematical Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462Using the Rounding Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464

Understanding Text Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466Using Selected Text Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467Using the Substring Text Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469

Understanding Logical Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471Using Selected Logical Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471

Understanding Information Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474Using Selected Information Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474Using the IS Information Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475

Understanding Lookup and Reference Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476Using Selected Lookup and Reference Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476

Chapter 15: Analyzing Data with PivotTable Reports . . . . . . . . . . . . . . . . . . . . . . . . . 485

Introducing PivotTables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 485Creating a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 489Rearranging PivotTable Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 493Refreshing a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495Changing the Numeric Format of PivotTable Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496Choosing Report Layout Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496Formatting a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497

Customizing the Display of Empty or Error Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497Merging and Centering Field Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497Hiding Outline Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498Hiding Row Labels and Column Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498

Displaying Totals and Subtotals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498Customizing Subtotals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 499

Sorting PivotTable Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501Filtering PivotTable Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502Changing PivotTable Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505

Using a Different Summary Function. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505Applying Multiple Summary Functions to the Same Field . . . . . . . . . . . . . . . . . . . . . . 506Using Custom Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 506Using Calculated Fields and Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508

Grouping and Ungrouping Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512Creating Ad Hoc Item Groupings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512Grouping Items in Date or Time Ranges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 513

Displaying the Details Behind a Data Value. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515Creating PivotCharts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 516

Part 5: PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .519

Chapter 16: Introduction to PowerPoint 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 521

Command Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 521Customizing Office PowerPoint 2007. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 523

Customizing the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 524Setting PowerPoint 2007 Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526

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File Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527Opening a PowerPoint 2007 Presentation in PowerPoint 97–2003 . . . . . . . . . . . . . . 529Saving to PowerPoint 95 and Earlier File Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 529About PDF and XPS File Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 530

Formatting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 532PowerPoint 2007 Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533

Slide Masters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 534Themes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535

Saving a Document Theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 536Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 537

Adding a New Table to Your Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 537Drawing a Table in Your Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 537Copying a Table from Word 2007 or Excel 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 538Inserting an Excel 2007 Spreadsheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 538A Word About Table Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 539

Custom Slide Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540Creating a Custom Slide Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540

PowerPoint 2007 Slide Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 542Program Recovery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 543

Chapter 17: Working with Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 545

Adding a Text Box to a Slide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 545Finding and Replacing Words or Phrases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548Creating and Saving Customized Theme Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 550Formatting with WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551

WordArt Styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551Adding WordArt Style to Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551

Adding Punch to Your Bulleted Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 553Writing on Slides During a Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 556Using Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 556Working with Proofing Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 558

Chapter 18: Working with Objects, Diagrams, and Charts in PowerPoint 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561

Working with Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561Adjust Your Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 563Adding a Picture Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 563Arrange Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564Size. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565

Adding Clip Art . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 566Using SmartArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567

Creating a SmartArt Graphic from Scratch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568Adding a SmartArt Style to Your Graphic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 570Adding Pictures to a SmartArt Graphic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 570Using Picture Placeholders in a Shape. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 571Customizing Your SmartArt Graphic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 572

Adding Sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 573

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Including Movies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 574Playing with Animations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 576Animating SmartArt Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 578Creating Charts and Diagrams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 579

Saving a Chart Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581Chart Formatting Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581

Chapter 19: Collaborating and Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583

Using Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583Working with Windows SharePoint Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 585Reviewing, Approving, and Tracking Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 587

Adding Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 587Editing and Deleting Comments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 589

Protecting Your Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 590Securing Your Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 592Using the Document Inspector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 594

Chapter 20: Working with External Data in PowerPoint 2007 . . . . . . . . . . . . . . . . . . 599

Working with Earlier Versions of PowerPoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599Working with Excel 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 602

Create a New Excel 2007 Table in PowerPoint 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . 603Add an Existing Excel Table from Excel 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 603

Working with Access 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 603Add an Existing Table, Form, Report, or Other Object from Access 2007. . . . . . . . . 604Use a Screen Capture to Copy Content from Access 2007. . . . . . . . . . . . . . . . . . . . . . 604

Blocking and Unblocking External Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 605Using Trusted Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 606

Create a Trusted Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 606Remove a Trusted Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 607Modify a Trusted Location. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 608

Setting Up Security Alerts and Trusted Publishers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 608

Chapter 21: Setting Up and Presenting a Slide Show . . . . . . . . . . . . . . . . . . . . . . . . . 611

Learning the Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 611Keep Your Viewers on Track . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 611Copyright Your Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 612Secure Your Document When It’s Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 612Verify Your Slide Show Before Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 613

Creating Custom Slide Shows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 614Create a Basic Custom Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 614Create a Hyperlinked Custom Show. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 616Run a Custom Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 617

Adding Transitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 617Using Presenter View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 619Working with Photo Albums . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 621

Publish Your Photo Album to the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 623Exploring Printing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 624

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Part 6: Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627

Chapter 22: Introducing Outlook 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 629

A New Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 629The Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630The Navigation Pane. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 631The To-Do Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 632Other Interface Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 633

Instant Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 633Calendar Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 634E-Mail Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 636Color Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 637Collaboration and Sharing Improvements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 639

Integration with Office SharePoint Server. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 639Shared Calendars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 640Shared Business Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 640

Overview of Outlook 2007 Capabilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 640Messaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 641Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 644Contact Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 646Task Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 647Tracking with the Outlook Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 648Organizing Your Thoughts with Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 649

How Outlook Stores Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 649Personal Folders—.pst Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 650Options for Working Offline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 651Sharing Storage Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 653

Understanding Messaging Protocols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 654SMTP/POP3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 654IMAP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 654MAPI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 655LDAP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 656NNTP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 656HTML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 657MIME . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 658S/MIME . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 659MHTML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 659iCalendar, vCalendar, and vCard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 659

Security Provisions in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 659Protection Against Web Beacons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 659Attachment and Virus Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 660Macro Viruses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 661Digital Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 661Message Encryption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 662Security Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 662Understanding Outlook Service Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 662

Options for Starting Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 663Normal Startup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 663Safe Mode Startup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 663

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Starting Outlook Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 665Adding Outlook to the Quick Launch Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 666Changing the Outlook Shortcut . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 667Using RUNAS to Change User Context . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 669Startup Switches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 670Choosing a Startup View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 671Creating Shortcuts to Start New Outlook Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 673

Chapter 23: Finding and Organizing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 675

Finding and Organizing Messages with Search Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 675Using Search Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 675Customizing Search Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 676Creating a New Search Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 677

Flagging and Monitoring Messages and Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 678Flagging Received and Previously Sent Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 679Flagging Outgoing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 680Viewing and Responding to Flagged Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 681Flagging Contact Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 681

Grouping Messages by Customizing the Folder View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 683Filtering a View Using Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 683Managing E-Mail Effectively. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 684

Chapter 24: Securing Your System, Messages, and Identity . . . . . . . . . . . . . . . . . . . . 685

Configuring HTML Message Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 685Protecting Messages with Digital Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 689

Understanding Digital Certificates and Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . 689Obtaining a Digital Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 690Copying a Certificate to Another Computer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 692

Signing Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 697Understanding S/MIME and Clear-Text Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 697Adding Your Digital Signature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 698Setting Global Security Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 699Creating and Using Security Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 700Reading Signed Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 704Changing Certificate Trust Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 706Configuring CA Trust . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 708Configuring CA Trust for Multiple Computers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 709Viewing and Validating a Digital Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 711

Encrypting Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 714Getting Ready for Encryption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 714Sending Encrypted Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 718Reading Encrypted Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 718Importing Certificates from Outlook Express. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 719

Protecting Data with Information Rights Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 720Using Microsoft’s IRM Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 721Viewing IRM-Protected Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 723Working with Multiple Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 724

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Chapter 25: Collaboration with Outlook and Windows SharePoint Services. . . . . . 725

Understanding Windows SharePoint Services Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . 725Setting Up Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 726Working with Shared Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 729

Uploading a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 730Creating a Document from the Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 731Working with Existing Documents and Version Control . . . . . . . . . . . . . . . . . . . . . . . 732

Working with Shared Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 735Viewing Contacts on a Windows SharePoint Services Site. . . . . . . . . . . . . . . . . . . . . . 735Linking Windows SharePoint Services 2.0 Contacts Lists to Outlook. . . . . . . . . . . . . 736Copying Contacts from Windows SharePoint Services 2.0 to Outlook . . . . . . . . . . . 738Copying Contacts from Outlook to Windows SharePoint Services 2.0 . . . . . . . . . . . 740

Linking a Team Calendar to Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 742Configuring Alerts in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 743

Adding Alerts from Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 744Editing and Deleting Alerts from Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 746Rules Based on Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 747

Using Outlook to Work with SharePoint Libraries and Files . . . . . . . . . . . . . . . . . . . . . . . . . . 749Connecting a SharePoint Library to Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 750Downloading Files from a SharePoint Library to Outlook . . . . . . . . . . . . . . . . . . . . . . 751Opening Files from a SharePoint Site in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 752Editing Files from a SharePoint Site in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 754Removing SharePoint Files in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 756Removing SharePoint Folders in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 757Using E-Mail to Add a File to a SharePoint Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . 757

Part 7: Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .759

Chapter 26: Exploring the New Look of Access 2007 . . . . . . . . . . . . . . . . . . . . . . . . . 761

Opening Access for the First Time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 761Getting Started—A New Look for Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 763

Opening an Existing Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 764Exploring the Microsoft Office Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 767Taking Advantage of the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 769

Understanding Content Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 776Temporarily Enabling a Database That Is Not Trusted . . . . . . . . . . . . . . . . . . . . . . . . . 777Understanding the Trust Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 778Enabling Content by Defining Trusted Locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 781

Understanding the New Ribbon Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 783Home Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 784Create Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 784External Data Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 785Database Tools Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 786

Understanding the New Navigation Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 787Exploring Navigation Pane Object Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 790Working with Custom Categories and Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 795Sorting and Selecting Views in the Navigation Pane . . . . . . . . . . . . . . . . . . . . . . . . . . 818

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Manually Sorting Objects in the Navigation Pane. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 819Searching for Database Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 820

Using the Single-Document vs. Multiple-Document Interface . . . . . . . . . . . . . . . . . . . . . . . 825Modifying Global Settings via the Access Options Dialog Box . . . . . . . . . . . . . . . . . . . . . . . 829

Chapter 27: Creating Your Database and Tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 841

Creating a New Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 842Using a Database Template to Create a Database. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 842Creating a New Empty Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 847

Creating Your First Simple Table by Entering Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 849Creating a Table Using a Table Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 851Creating a Table in Design View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 855Defining Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 856

Understanding Field Data Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 857Setting Field Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 861Completing the Fields in the Companies Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 866Defining Simple Field Validation Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 868Defining Input Masks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 870

Defining a Primary Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 874Defining a Table Validation Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 875Understanding Other Table Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 878Defining Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 881

Defining Your First Relationship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 883Creating a Relationship on Multiple Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 886

Adding Indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 888Single-Field Indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 888Multiple-Field Indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 890

Setting Table Design Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 891Creating a Default Template for New Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 895Printing a Table Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 899Database Limitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 901

Chapter 28: Creating and Working with Simple Queries . . . . . . . . . . . . . . . . . . . . . . 903

Selecting Data from a Single Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 905Specifying Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 907Setting Field Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 909Entering Selection Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 911Using Expressions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 918Using the Expression Builder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 927Specifying Field Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 933Sorting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 934

Testing Validation Rule Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 937Checking a New Field Validation Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 937Checking a New Table Validation Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 938

Working in Query Datasheet View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 940Moving Around and Using Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 940Working with Subdatasheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 943

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Changing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 946Working with Hyperlinks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 953Sorting and Searching for Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 957

Chapter 29: Building a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 969

Forms and Object-Oriented Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 969Starting from Scratch—A Simple Input Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 973

Building a New Form with Design Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 973Building a Simple Input Form for the tblCompanies Table . . . . . . . . . . . . . . . . . . . . . 988Customizing Colors and Checking Your Design Results . . . . . . . . . . . . . . . . . . . . . . . . 997

Working with Quick Create Commands and the Form Wizard . . . . . . . . . . . . . . . . . . . . . .1000Creating a Form with the Quick Create Commands . . . . . . . . . . . . . . . . . . . . . . . . . .1000Creating the Basic Products Form with the Form Wizard . . . . . . . . . . . . . . . . . . . . . 1003Modifying the Products Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1008

Simplifying Data Input with a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1011Taking Advantage of Combo Boxes and List Boxes. . . . . . . . . . . . . . . . . . . . . . . . . . . 1011Using Toggle Buttons, Check Boxes, and Option Buttons . . . . . . . . . . . . . . . . . . . . . 1015

Chapter 30: Constructing a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1019

Starting from Scratch—A Simple Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1019Building the Report Query. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1020Designing the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1021Grouping Sorting, and Totaling Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1023Completing the Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1031

Using the Report Command. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1037Using the Report Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1039

Specifying Report Wizard Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1040Viewing the Result. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1045Modifying a Wizard-Created Report in Layout View . . . . . . . . . . . . . . . . . . . . . . . . .1046

Building a Report in Layout View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1052Starting with a Blank Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1052Adding Grouping and Sorting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1054Working with Control Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1059Adding Totals to Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1066Applying an AutoFormat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1069

Part 8: Microsoft Office Programming Primer . . . . . . . . . . . . . . . .1073

Chapter 31: VBA Primer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1075

When and Why to Use VBA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1076Introduction to the VBA Language and Code Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1077

Recording Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1077How to Read VBA Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1079Statements, Procedures, Modules, and Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1082

Understanding and Using the Visual Basic Editor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1082The Code Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1083Project Explorer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1083

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The Properties Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1084Setting Up Your Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1085

Writing, Editing, and Sharing Simple Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1085Creating Modules and Starting Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1086Objects, Properties, and Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1087Object Models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1088Using Auto Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1090Variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1091Constants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1099Collection Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1101Grouping Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1103Loops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1106Conditional Structures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1111Operators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1113Message Boxes and Input Boxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1114Running One Macro from Another . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1118Setting Macros to Conditionally Stop Executing Commands . . . . . . . . . . . . . . . . . . 1119Running Macros and Compiling Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1120Understanding Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1122Creating Error Handlers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1124Getting Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1127Saving and Sharing Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1127

Using VBA to Save Time on Document Production and Troubleshooting . . . . . . . . . . . . . 1129Using the Immediate Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1129

Introduction to Using Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1131Creating UserForms (Dialog Boxes) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1134

Designing a UserForm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1134Automating a UserForm. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1138

Next Steps for Working with Automation in Microsoft Office . . . . . . . . . . . . . . . . . . . . . . . 1141

Chapter 32: Office Open XML Essentials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1143

Chapter Assumptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1144XML Basics for Reading Your Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1144

Reading a Markup Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1145Understanding Key Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1147XML Editing Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1147Getting to Know the Office Open XML Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1149Breaking into Your Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1149The Office Open XML File Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1150Taking a Closer Look at Key Document Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1153Building a Basic Word Document from Scratch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1156Create the Folder Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1157

Editing and Managing Documents Through XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1164Before You Begin Editing a Document Part . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1164Editing Text and Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1165Edit Text and Settings in document.xml . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1165Editing Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1171Removing a Document Part . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1173

Table of Contents xxi

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Customizing the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1175The Basic Components of Ribbon Customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1176Adding a Ribbon Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1176Add a Group to a Built-In Ribbon Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1180

Binding Data to Content Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1182The Components of a Bound Content Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1183Binding a Control to Custom XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1184

Next Steps for Working with the Office Open XML Formats . . . . . . . . . . . . . . . . . . . . . . . . 1190

Appendix: Installing and Configuring the 2007 Office System . . . . . . . . . . . . . . . 1191

Installing the Microsoft Office System from the CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1191Changing Your 2007 Office System Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1195

Changing Your Setup from Control Panel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1195Changing Setup and Getting Updates from the Options Dialog Box . . . . . . . . . . . 1197

Index to Troubleshooting Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1201

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1203

xxii Table of Contents

www.microsoft.com/learning/booksurvey/

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CHAPTER 3

Managing Security and Privacy in the 2007 Office System

T

Working in the Trust Center

Working in the Trust Center . . . . . . . . . . . . . . . . . . . . . . . 45

Setting Your Privacy Options . . . . . . . . . . . . . . . . . . . . . . 58

Removing Hidden Data and Personal Information from Microsoft Office Documents . . . . . . . . . . . . . . . . . . .61

Applying Information Rights Management . . . . . . . . . . . 65

Assigning a Password to a Document . . . . . . . . . . . . . . . 69

Avoiding Phishing Schemes . . . . . . . . . . . . . . . . . . . . . . . 71

45

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1.

2.

3.

1.

2.

Figure 3-1 The Trust Center provides links to privacy settings and several pages that you use to manage security settings for macros, add-ins, and other potential security threats.

For more information about privacy options, see “Setting Your Privacy Options” later on

page 58.

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Figure 3-2 The Trust Center includes pages with specifi c security options for macros, add-ins, ActiveX controls, and other settings.

Note

In Excel 2007, the Trust Center includes an area named External Content. You use

this section to specify options for managing connections to external data (a link to a

Microsoft Access database or a Microsoft SQL Server database, for example) that are

included in an Excel workbook. This area of the Excel Trust Center also lets you specify

security settings for links to other Excel workbooks. Three choices are presented in each

case—trust all connections or links (which Microsoft doesn’t recommend), receive a noti-

fi cation (a prompt) when you’re working with a connection or link (the default choice), or

to disable all connections or links, which would probably affect the experience of many

users who rely on these features.

NoteNote

In Excel 2007, the Trust Center includes an area named External Content. You use In Excel 2007, the Trust Center includes an area named External Content. You use

this section to specify options for managing connections to external data (a link to a this section to specify options for managing connections to external data (a link to a

Microsoft Access database or a Microsoft SQL Server database, for example) that areMicrosoft Access database or a Microsoft SQL Server database, for example) that are

included in an Excel workbook. This area of the Excel Trust Center also lets you specifyincluded in an Excel workbook. This area of the Excel Trust Center also lets you specify

security settings for links to other Excel workbooks. Three choices are presented in eachsecurity settings for links to other Excel workbooks. Three choices are presented in each

case—trust all connections or links (which Microsoft doesn’t recommend), receive a noti-case—trust all connections or links (which Microsoft doesn’t recommend), receive a noti-

fi cation (a prompt) when you’re working with a connection or link (the default choice), orfi cation (a prompt) when you’re working with a connection or link (the default choice), or

to disable all connections or links, which would probably affect the experience of many to disable all connections or links, which would probably affect the experience of many

users who rely on these features.users who rely on these features.

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Digital Signatures and Trusted Publishers

For more information about Trust Center settings for macros and add-ins, see “Setting Secu-

rity Options for Macros and Add-Ins” on page 54.

Note

A certifi cate authority is a commercial entity that issues digital certifi cates. They know

which publishers have been assigned to specifi c certifi cates; they sign certifi cates to

attest to their validity; and they keep track of which certifi cates are current and which

have expired. Two of the better known certifi cate authorities are Certisign and VeriSign.

NoteNote

A certifi cate authority is a commercial entity that issues digital certifi cates. They know A certifi cate authority is a commercial entity that issues digital certifi cates. They know

which publishers have been assigned to specifi c certifi cates; they sign certifi cates to which publishers have been assigned to specifi c certifi cates; they sign certifi cates to

attest to their validity; and they keep track of which certifi cates are current and which attest to their validity; and they keep track of which certifi cates are current and which

have expired. Two of the better known certifi cate authorities are Certisign and VeriSign.have expired. Two of the better known certifi cate authorities are Certisign and VeriSign.C

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Figure 3-3 You’re alerted to a potentially unsafe macro or add-in in the Message Bar.

Figure 3-4 The security dialog box provides an option to add a publisher to your trusted publisher’s list.

Working in the Trust Center 49

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Note

If you receive a warning indicating that no digital signature is present or that the signa-

ture is invalid, you should not enable the content or trust the publisher unless you are

sure that the code comes from a trustworthy source. For example, if the document that

contains the macro was sent to you in e-mail, be sure you know who the sender is and

maybe even check that they sent the message. If not, contact the source of the docu-

ment for more information.

Figure 3-5 Review the details of a digital signature in the Digital Signature Details dialog box.

NoteNote

If you receive a warning indicating that no digital signature is present or that the signa-If you receive a warning indicating that no digital signature is present or that the signa-

ture is invalid, you should not enable the content or trust the publisher unless you are ture is invalid, you should not enable the content or trust the publisher unless you are

sure that the code comes from a trustworthy source. For example, if the document thatsure that the code comes from a trustworthy source. For example, if the document that

contains the macro was sent to you in e-mail, be sure you know who the sender is and contains the macro was sent to you in e-mail, be sure you know who the sender is and

maybe even check that they sent the message. If not, contact the source of the docu-maybe even check that they sent the message. If not, contact the source of the docu-

ment for more information.ment for more information.

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Content from the Outside

External content—content from the outside—is any content that is linked from the Inter-

net or an intranet to an Excel workbook or a PowerPoint presentation. Scam artists can

use external content to steal your personal information or to run malicious code on your

computer without your knowledge or consent. To help protect your security and privacy,

the 2007 Offi ce system blocks external content such as images, linked media, hyperlinks,

and data connections in Excel workbooks and PowerPoint presentations. If your workbook

or presentation contains external content, when you try to open the fi le the Message Bar

notifi es you that the data connection has been disabled.. You will not be able to view or

edit the content in your workbook or presentation. If you click Options on the Message

Bar, a security dialog box appears, giving you the option to enable the external content.

You should only unblock the content if you are sure that it is from a trustworthy source.

Using Trusted Locations

Content from the OutsideContent from the Outside

External content—content from the outside—is any content that is linked from the Inter-External content—content from the outside—is any content that is linked from the Inter-

net or an intranet to an Excel workbook or a PowerPoint presentation. Scam artists can net or an intranet to an Excel workbook or a PowerPoint presentation. Scam artists can

use external content to steal your personal information or to run malicious code on your use external content to steal your personal information or to run malicious code on your

computer without your knowledge or consent. To help protect your security and privacy, computer without your knowledge or consent. To help protect your security and privacy,

the 2007 Offi ce system blocks external content such as images, linked media, hyperlinks, the 2007 Offi ce system blocks external content such as images, linked media, hyperlinks,

and data connections in Excel workbooks and PowerPoint presentations. If your workbook and data connections in Excel workbooks and PowerPoint presentations. If your workbook

or presentation contains external content, when you try to open the fi le the Message Bar or presentation contains external content, when you try to open the fi le the Message Bar

notifi es you that the data connection has been disabled.. You will not be able to view or notifi es you that the data connection has been disabled.. You will not be able to view or

edit the content in your workbook or presentation. If you click Options on the Message edit the content in your workbook or presentation. If you click Options on the Message

Bar, a security dialog box appears, giving you the option to enable the external content. Bar, a security dialog box appears, giving you the option to enable the external content.

You should only unblock the content if you are sure that it is from a trustworthy source.You should only unblock the content if you are sure that it is from a trustworthy source.

Working in the Trust Center 51

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Figure 3-6 Documents listed under Trusted Locations run any code they contain without notification.

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Note

Certain folders that are considered high risk, such as the Outlook cache for attachments,

the Temp folder, and others in which documents are sometimes stored temporarily, can-

not be used as a trusted location.

Figure 3-7 You can use this dialog box to add a trusted location or to modify the settings for one that is already set up.

Don’t Forget Security Updates

Microsoft Update is a service that delivers updated fi les and downloads for Windows,

Microsoft Offi ce, and other Microsoft programs. Updates often address security vulner-

abilities or update features that can help keep your computer secure. In Windows Control

Panel, you can choose options for installing updates from Microsoft Update (listed as

Automatic Updates). You can choose to install updates automatically or use one of the

options that let you decide when to download and install the updates yourself. Of course,

you can also choose not to get updates, but that choice means you might miss a critical

security patch. (To change your Automatic Updates settings, you must be logged on to

Windows with an administrator account.) You can also periodically check for updates for

a 2007 Offi ce release program. In Access, Excel, PowerPoint, or Word, click the Microsoft

Offi ce Button, and then click Options. Click Resources, and then click Get Updates. If

you’re working in InfoPath, Microsoft OneNote, Outlook, Publisher, Microsoft Project,

SharePoint Designer, or Visio, on the Help menu, click Check For Updates. You can then

follow the directions on the Microsoft Update site.

NoteNote

Certain folders that are considered high risk, such as the Outlook cache for attachments,Certain folders that are considered high risk, such as the Outlook cache for attachments,

the Temp folder, and others in which documents are sometimes stored temporarily, can-the Temp folder, and others in which documents are sometimes stored temporarily, can-

not be used as a trusted location.not be used as a trusted location.

Don’t Forget Security UpdatesDon’t Forget Security Updates

Microsoft Update is a service that delivers updated fi les and downloads for Windows, Microsoft Update is a service that delivers updated fi les and downloads for Windows,

Microsoft Offi ce, and other Microsoft programs. Updates often address security vulner-Microsoft Offi ce, and other Microsoft programs. Updates often address security vulner-

abilities or update features that can help keep your computer secure. In Windows Control abilities or update features that can help keep your computer secure. In Windows Control

Panel, you can choose options for installing updates from Microsoft Update (listed as Panel, you can choose options for installing updates from Microsoft Update (listed as

Automatic Updates). You can choose to install updates automatically or use one of the Automatic Updates). You can choose to install updates automatically or use one of the

options that let you decide when to download and install the updates yourself. Of course, options that let you decide when to download and install the updates yourself. Of course,

you can also choose not to get updates, but that choice means you might miss a critical you can also choose not to get updates, but that choice means you might miss a critical

security patch. (To change your Automatic Updates settings, you must be logged on to security patch. (To change your Automatic Updates settings, you must be logged on to

Windows with an administrator account.) You can also periodically check for updates for Windows with an administrator account.) You can also periodically check for updates for

a 2007 Offi ce release program. In Access, Excel, PowerPoint, or Word, click the Microsoft a 2007 Offi ce release program. In Access, Excel, PowerPoint, or Word, click the Microsoft

Offi ce Button, and then click Options. Click Resources, and then click Get Updates. If Offi ce Button, and then click Options. Click Resources, and then click Get Updates. If

you’re working in InfoPath, Microsoft OneNote, Outlook, Publisher, Microsoft Project,you’re working in InfoPath, Microsoft OneNote, Outlook, Publisher, Microsoft Project,

SharePoint Designer, or Visio, on the Help menu, click Check For Updates. You can thenSharePoint Designer, or Visio, on the Help menu, click Check For Updates. You can then

follow the directions on the Microsoft Update site.follow the directions on the Microsoft Update site.

Working in the Trust Center 53

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Setting Security Options for Macros and Add-Ins

Table 3-1 Comparison of Microsoft Office 2003 and the 2007 Office System Security Settings for Macros and Add-Ins

Microsoft Office 2003 2007 Office System

Level Trust all installed add-ins and templates?

Very High Yes Macro Setting: Disable all macros without notification

Very High No Macro Setting: Disable all macros without notification

Add-Ins Setting: Disable all application add-ins

High Yes Macro Setting: Disable all macros with notification

High No Macro Setting: Disable all macros with notification

Add-Ins Setting: Require application add-ins to be signed by trusted publisher

Disable notification for unsigned add-ins (code will remain disabled)

Trusted Locations: Disable all trusted locations; only files signed by trusted publishers will be trusted

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Microsoft Offi ce 2003 2007 Offi ce System

Medium Yes The default settings in the 2007 Offi ce system match this

Macro Setting: Disable all macros with notifi cation

Medium No Macro Setting: Disable all macros with notifi cation

Add-Ins Setting: Require application add-ins to be signed by trusted publisher

Trusted Locations: Disable all trusted locations; only fi les signed by trusted publishers will be trusted

Low N/A Macro Setting: Enable all macros (not recommended; potentially dangerous code can run)

Digitally Signing a Macro Project

To test macro projects on your own computer, you can create a self-signing certifi cate

using a tool called Selfcert.exe. (You can run this tool from the Start menu by selecting

Digital Certifi cate For VBA Projects under Microsoft Offi ce Tools.) Microsoft Offi ce trusts

a self-signed certifi cate only on a computer that has that certifi cate in the Personal Cer-

tifi cates store. Keep in mind that a digital certifi cate you create isn’t issued by a formal

certifi cate authority. To obtain a digital certifi cate for signing macros or add-ins you want

to share, you need to obtain a digital certifi cate from a commercial certifi cate authority.

You might also be able to obtain a certifi cate from your internal security administrator or

network administrator.

To create your own digital certifi cate, click the Start button, point to All Programs, click

Microsoft Offi ce, click Microsoft Offi ce Tools, and then click Digital Certifi cate For VBA

Projects. (These steps vary slightly depending on which version of Windows you are

using: Windows XP or Windows Vista.) In the Create Digital Certifi cate dialog box, shown

here, enter a name for the certifi cate, and then click OK. When the certifi cate confi rma-

tion message appears, click OK again.

Digitally Signing a Macro ProjectDigitally Signing a Macro Project

To test macro projects on your own computer, you can create a self-signing certifi cate To test macro projects on your own computer, you can create a self-signing certifi cate

using a tool called Selfcert.exe. (You can run this tool from the Start menu by selecting using a tool called Selfcert.exe. (You can run this tool from the Start menu by selecting

Digital Certifi cate For VBA Projects under Microsoft Offi ce Tools.) Microsoft Offi ce trusts Digital Certifi cate For VBA Projects under Microsoft Offi ce Tools.) Microsoft Offi ce trusts

a self-signed certifi cate only on a computer that has that certifi cate in the Personal Cer-a self-signed certifi cate only on a computer that has that certifi cate in the Personal Cer-

tifi cates store. Keep in mind that a digital certifi cate you create isn’t issued by a formal tifi cates store. Keep in mind that a digital certifi cate you create isn’t issued by a formal

certifi cate authority. To obtain a digital certifi cate for signing macros or add-ins you want certifi cate authority. To obtain a digital certifi cate for signing macros or add-ins you want

to share, you need to obtain a digital certifi cate from a commercial certifi cate authority. to share, you need to obtain a digital certifi cate from a commercial certifi cate authority.

You might also be able to obtain a certifi cate from your internal security administrator orYou might also be able to obtain a certifi cate from your internal security administrator or

network administrator.network administrator.

To create your own digital certifi cate, click the Start button, point to All Programs, click To create your own digital certifi cate, click the Start button, point to All Programs, click

Microsoft Offi ce, click Microsoft Offi ce Tools, and then click Digital Certifi cate For VBA Microsoft Offi ce, click Microsoft Offi ce Tools, and then click Digital Certifi cate For VBA

Projects. (These steps vary slightly depending on which version of Windows you are Projects. (These steps vary slightly depending on which version of Windows you are

using: Windows XP or Windows Vista.) In the Create Digital Certifi cate dialog box, shown using: Windows XP or Windows Vista.) In the Create Digital Certifi cate dialog box, shown

here, enter a name for the certifi cate, and then click OK. When the certifi cate confi rma-here, enter a name for the certifi cate, and then click OK. When the certifi cate confi rma-

tion message appears, click OK again.tion message appears, click OK again.

Working in the Trust Center 55

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You can then view the certifi cate in the Personal Certifi cates store in Microsoft Internet

Explorer. (On the Tools menu, click Internet Options, and then click the Content tab. Click

Certifi cates, and then click the Personal tab.)

To digitally sign a macro project, fi rst open the fi le that contains the project you want

to sign. Open the Visual Basic Editor. (You might need to display the Developer tab in

Word, Excel, or PowerPoint before you open the Visual Basic Editor.) In the Visual Basic

Project pane of the editor, select the project that you want to sign. On the Tools menu,

click Digital Signature. If you haven’t previously selected a digital certifi cate or want to

use another one, click Choose, select the certifi cate, and then click OK twice. To use the

current certifi cate, click OK.

You should sign macros only after you have tested your macro or other program

because whenever the code in a signed macro project is changed, the digital signature

is removed. If you have the valid digital certifi cate that was used to sign the project on

your computer, the macro project is automatically re-signed when you save it. When you

digitally sign macros, it is important to obtain a timestamp so that other users can verify

your signature even after the certifi cate used for the signature has expired. If you sign

macros without a timestamp, the signature remains valid only for the period of time that

your certifi cate is valid.

Security Settings for ActiveX Controls

You can then view the certifi cate in the Personal Certifi cates store in Microsoft InternetYou can then view the certifi cate in the Personal Certifi cates store in Microsoft Internet

Explorer. (On the Tools menu, click Internet Options, and then click the Content tab. Click Explorer. (On the Tools menu, click Internet Options, and then click the Content tab. Click

Certifi cates, and then click the Personal tab.)Certifi cates, and then click the Personal tab.)

To digitally sign a macro project, fi rst open the fi le that contains the project you want To digitally sign a macro project, fi rst open the fi le that contains the project you want

to sign. Open the Visual Basic Editor. (You might need to display the Developer tab in to sign. Open the Visual Basic Editor. (You might need to display the Developer tab in

Word, Excel, or PowerPoint before you open the Visual Basic Editor.) In the Visual Basic Word, Excel, or PowerPoint before you open the Visual Basic Editor.) In the Visual Basic

Project pane of the editor, select the project that you want to sign. On the Tools menu, Project pane of the editor, select the project that you want to sign. On the Tools menu,

click Digital Signature. If you haven’t previously selected a digital certifi cate or want to click Digital Signature. If you haven’t previously selected a digital certifi cate or want to

use another one, click Choose, select the certifi cate, and then click OK twice. To use theuse another one, click Choose, select the certifi cate, and then click OK twice. To use the

current certifi cate, click OK.current certifi cate, click OK.

You should sign macros only after you have tested your macro or other program You should sign macros only after you have tested your macro or other program

because whenever the code in a signed macro project is changed, the digital signature because whenever the code in a signed macro project is changed, the digital signature

is removed. If you have the valid digital certifi cate that was used to sign the project on is removed. If you have the valid digital certifi cate that was used to sign the project on

your computer, the macro project is automatically re-signed when you save it. When you your computer, the macro project is automatically re-signed when you save it. When you

digitally sign macros, it is important to obtain a timestamp so that other users can verifydigitally sign macros, it is important to obtain a timestamp so that other users can verify

your signature even after the certifi cate used for the signature has expired. If you sign your signature even after the certifi cate used for the signature has expired. If you sign

macros without a timestamp, the signature remains valid only for the period of time thatmacros without a timestamp, the signature remains valid only for the period of time that

your certifi cate is valid.your certifi cate is valid.Ch

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Figure 3-8 The Trust Center provides security settings for ActiveX controls.

Working in the Trust Center 57

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Setting Your Privacy Options

Figure 3-9 Use this page to set privacy options.

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For more information about the Document Inspector, see “Removing Hidden and Personal

Information from Microsoft Offi ce Documents” on page 61.

Note

In OneNote, Project, and SharePoint Designer, you can view privacy options by clicking

Privacy Options on the Help menu.

NoteNote

In OneNote, Project, and SharePoint Designer, you can view privacy options by clicking In OneNote, Project, and SharePoint Designer, you can view privacy options by clicking

Privacy Options on the Help menu.Privacy Options on the Help menu.

Setting Your Privacy Options 59

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Additional Privacy Options for Word

Here are some additional privacy options that you can select for your work in Word:

Warn Before Printing, Saving, Or Sending A File That Contains Tracked

Changes Or Comments By selecting this option, you see a warning if you try

to print, save, or send a document that contains revision marks or comments.

Material marked for deletion might be confi dential or out of date. Comments

might include information that is best kept among the people who reviewed the

document.

Store Random Number To Improve Merge Accuracy This option increases your

chances of getting good results when you merge tracked changes from multiple

reviewers.

Make Hidden Markup Visible When Opening Or Saving Ensures that you see

all tracked changes that remain in a document when you open or save it. Seeing

the remaining changes lets you remove any unwanted revisions before you send

the document out for review.

Remove Personal Information From File Properties On Save This option is

available only if you are working with a document that was created in an earlier

version of Microsoft Offi ce and you used this option in that version to remove

personal information. To remove personal information from this document, click

Document Inspector.

Additional Privacy Options for WordAdditional Privacy Options for Word

Here are some additional privacy options that you can select for your work in Word:Here are some additional privacy options that you can select for your work in Word:

Warn Before Printing, Saving, Or Sending A File That Contains Tracked Warn Before Printing, Saving, Or Sending A File That Contains Tracked

Changes Or Comments Changes Or Comments By selecting this option, you see a warning if you try By selecting this option, you see a warning if you try

to print, save, or send a document that contains revision marks or comments.to print, save, or send a document that contains revision marks or comments.

Material marked for deletion might be confi dential or out of date. Comments Material marked for deletion might be confi dential or out of date. Comments

might include information that is best kept among the people who reviewed themight include information that is best kept among the people who reviewed the

document.document.

Store Random Number To Improve Merge Accuracy Store Random Number To Improve Merge Accuracy This option increases your This option increases your

chances of getting good results when you merge tracked changes from multiple chances of getting good results when you merge tracked changes from multiple

reviewers.reviewers.

Make Hidden Markup Visible When Opening Or Saving Make Hidden Markup Visible When Opening Or Saving Ensures that you see Ensures that you see

all tracked changes that remain in a document when you open or save it. Seeing all tracked changes that remain in a document when you open or save it. Seeing

the remaining changes lets you remove any unwanted revisions before you send the remaining changes lets you remove any unwanted revisions before you send

the document out for review.the document out for review.

Remove Personal Information From File Properties On SaveRemove Personal Information From File Properties On Save This option is This option is

available only if you are working with a document that was created in an earlier available only if you are working with a document that was created in an earlier

version of Microsoft Offi ce and you used this option in that version to remove version of Microsoft Offi ce and you used this option in that version to remove

personal information. To remove personal information from this document, clickpersonal information. To remove personal information from this document, click

Document Inspector.Document Inspector.

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Most commercial Web sites post a privacy statement (a link to the statement often

appears at the bottom of the page) that describes what personal data is collected by

the Web site and how that data is to be used. You can view the privacy statement for

the 2007 Offi ce system in several ways. In the Trust Center, you can access the pri-

vacy statement by using the link that appears on the Trust Center’s home page, shown

here. (You can also access the privacy statement by searching in the online Help for

privacy statement.)

When you click the link in the Trust Center, you’ll see a one-page summary of the privacy

practices followed by Microsoft in publishing the 2007 Offi ce release. The summary page

provides links to the full statement for those interested in reading all the details.

Removing Hidden Data and Personal Information from Microsoft Offi ce Documents

SIDE OUTSIDE OUT The Offi ce 2007 Privacy StatementThe Offi ce 2007 Privacy Statement

Most commercial Web sites post a privacy statement (a link to the statement often Most commercial Web sites post a privacy statement (a link to the statement often

appears at the bottom of the page) that describes what personal data is collected by appears at the bottom of the page) that describes what personal data is collected by

the Web site and how that data is to be used. You can view the privacy statement for the Web site and how that data is to be used. You can view the privacy statement for

the 2007 Offi ce system in several ways. In the Trust Center, you can access the pri-the 2007 Offi ce system in several ways. In the Trust Center, you can access the pri-

vacy statement by using the link that appears on the Trust Center’s home page, shown vacy statement by using the link that appears on the Trust Center’s home page, shown

here. (You can also access the privacy statement by searching in the online Help forhere. (You can also access the privacy statement by searching in the online Help for

privacy statementprivacy statement.).)

When you click the link in the Trust Center, you’ll see a one-page summary of the privacy When you click the link in the Trust Center, you’ll see a one-page summary of the privacy

practices followed by Microsoft in publishing the 2007 Offi ce release. The summary pagepractices followed by Microsoft in publishing the 2007 Offi ce release. The summary page

provides links to the full statement for those interested in reading all the details.provides links to the full statement for those interested in reading all the details.

Removing Hidden Data and Personal Information from Microsoft Offi ce Documents 61

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Table 3-2 The Document Inspector Modules

Word Excel PowerPoint

Comments, Revisions, Versions, and Annotations

Comments and Annotations Comments and Annotations

Document Properties and Personal Information

Document Properties and Personal Information

Document Properties and Personal Information

Custom XML Data Custom XML Data Custom XML Data

Headers, Footers, and Watermarks

Headers and Footers Invisible On-Slide Content

Hidden Text Hidden Rows and Columns Off-Slide Content

Hidden Worksheets Presentation Notes

Invisible Content

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Note

Developers can create customized Document Inspector modules to check for other

hidden information in a document. If your organization has customized the Document

Inspector by adding modules, you might be able to check your documents for additional

types of information.

NoteNote

Developers can create customized Document Inspector modules to check for other Developers can create customized Document Inspector modules to check for other

hidden information in a document. If your organization has customized the Documenthidden information in a document. If your organization has customized the Document

Inspector by adding modules, you might be able to check your documents for additional Inspector by adding modules, you might be able to check your documents for additional

types of information.types of information.

Removing Hidden Data and Personal Information from Microsoft Offi ce Documents 63

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1.

2.

3.

4.

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5.

Applying Information Rights Management

Applying Information Rights Management 65

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Note

In the 2007 Microsoft Offi ce release, Information Rights Management is supported only

in Offi ce Professional Plus, Offi ce Enterprise, and Offi ce Ultimate.

What IRM Won’t Do for You

You should also be mindful of what IRM can’t do. For example, IRM doesn’t prevent infor-

mation from being erased, stolen, or captured and transmitted by malicious programs

such as Trojan horses, keystroke loggers, and certain types of spyware. IRM doesn’t

detect and neutralize the actions of computer viruses. It doesn’t prevent someone from

copying confi dential information by hand or from sitting down at the computer of some-

one who is authorized to view the document and typing the contents of a document into

a new document that isn’t protected. IRM also doesn’t prevent someone from taking a

photograph of restricted content while it’s displayed on a screen, or prevent restricted

content from being copied by third-party screen-capture programs.

Confi guring Your Computer to Use Information Rights Management

NoteNote

In the 2007 Microsoft Offi ce release, Information Rights Management is supported onlyIn the 2007 Microsoft Offi ce release, Information Rights Management is supported only

in Offi ce Professional Plus, Offi ce Enterprise, and Offi ce Ultimate.in Offi ce Professional Plus, Offi ce Enterprise, and Offi ce Ultimate.

What IRM Won’t Do for YouWhat IRM Won’t Do for You

You should also be mindful of what IRM can’t do. For example, IRM doesn’t prevent infor-You should also be mindful of what IRM can’t do. For example, IRM doesn’t prevent infor-

mation from being erased, stolen, or captured and transmitted by malicious programs mation from being erased, stolen, or captured and transmitted by malicious programs

such as Trojan horses, keystroke loggers, and certain types of spyware. IRM doesn’t such as Trojan horses, keystroke loggers, and certain types of spyware. IRM doesn’t

detect and neutralize the actions of computer viruses. It doesn’t prevent someone from detect and neutralize the actions of computer viruses. It doesn’t prevent someone from

copying confi dential information by hand or from sitting down at the computer of some-copying confi dential information by hand or from sitting down at the computer of some-

one who is authorized to view the document and typing the contents of a document into one who is authorized to view the document and typing the contents of a document into

a new document that isn’t protected. IRM also doesn’t prevent someone from taking a a new document that isn’t protected. IRM also doesn’t prevent someone from taking a

photograph of restricted content while it’s displayed on a screen, or prevent restricted photograph of restricted content while it’s displayed on a screen, or prevent restricted

content from being copied by third-party screen-capture programs.content from being copied by third-party screen-capture programs.

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Restricting Permissions

1.

2.

3.

Applying Information Rights Management 67

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Figure 3-10 The Permission dialog box is used to restrict what a user can do with the content that a document contains.

Figure 3-11 Specify IRM details in this dialog box.

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Note

To view rights-managed content that you have permissions to, open the document,

workbook, or presentation. If you want to see the permissions you have, either click View

Permission on the Message Bar or click the button on the status bar at the bottom of

your screen.

If you want to use a different Windows account to manage fi les with IRM, open the docu-

ment, worksheet, or presentation; click the Microsoft Offi ce Button; point to Prepare;

point to Restrict Permission; and then click Manage Credentials. In the Select User dialog

box, select the e-mail address for the account that you want to use. If you need to add an

account, click Add in the Select User dialog box, and then enter your credentials for the

new account.

Assigning a Password to a Document

NoteNote

To view rights-managed content that you have permissions to, open the document, To view rights-managed content that you have permissions to, open the document,

workbook, or presentation. If you want to see the permissions you have, either click View workbook, or presentation. If you want to see the permissions you have, either click View

Permission on the Message Bar or click the button on the status bar at the bottom of Permission on the Message Bar or click the button on the status bar at the bottom of

your screen.your screen.

If you want to use a different Windows account to manage fi les with IRM, open the docu-If you want to use a different Windows account to manage fi les with IRM, open the docu-

ment, worksheet, or presentation; click the Microsoft Offi ce Button; point to Prepare;ment, worksheet, or presentation; click the Microsoft Offi ce Button; point to Prepare;

point to Restrict Permission; and then click Manage Credentials. In the Select User dialog point to Restrict Permission; and then click Manage Credentials. In the Select User dialog

box, select the e-mail address for the account that you want to use. If you need to add an box, select the e-mail address for the account that you want to use. If you need to add an

account, click Add in the Select User dialog box, and then enter your credentials for theaccount, click Add in the Select User dialog box, and then enter your credentials for the

new account.new account.

Assigning a Password to a Document 69

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Note

Securing an entire Excel workbook with a password is separate from the workbook and

worksheet protection that you can set in the Changes group on the Review tab on the

Ribbon. For more information about workbook and worksheet protection, see Chapter

12, “How to Work a Worksheet and a Workbook.”

1.

2.

Note

If you don’t want content reviewers to accidentally modify the fi le, select the Read-Only

Recommended check box. When opening the fi le, reviewers are asked whether they want

to open the fi le as read-only.

3.

4.

Changing a Password

1.

2.

3.

4.

5.

6.

•

•

NoteNote

Securing an entire Excel workbook with a password is separate from the workbook andSecuring an entire Excel workbook with a password is separate from the workbook and

worksheet protection that you can set in the Changes group on the Review tab on the worksheet protection that you can set in the Changes group on the Review tab on the

Ribbon. For more information about workbook and worksheet protection, see ChapterRibbon. For more information about workbook and worksheet protection, see Chapter

12, “How to Work a Worksheet and a Workbook.”12, “How to Work a Worksheet and a Workbook.”

NoteNote

If you don’t want content reviewers to accidentally modify the fi le, select the Read-Only If you don’t want content reviewers to accidentally modify the fi le, select the Read-Only

Recommended check box. When opening the fi le, reviewers are asked whether they want Recommended check box. When opening the fi le, reviewers are asked whether they want

to open the fi le as read-only.to open the fi le as read-only.

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Removing a Password

1.

2.

3.

4.

5.

6.

Avoiding Phishing Schemes

Avoiding Phishing Schemes 71

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Figure 3-12 By default, Microsoft Offi ce notifi es you when it suspects a possible phishing attack. The option is listed at the bottom of the Privacy Options list.

Note

In Outlook 2007, if the Junk E-Mail Filter does not consider a message to be spam but

does consider it to be phishing, the message is left in the Inbox, but any links in the mes-

sage are disabled and you cannot use the Reply and Reply All buttons. If the Junk E-Mail

Filter considers the message to be both spam and phishing, the message is automatically

sent to the Junk E-Mail folder. Any message sent to the Junk E-Mail folder is converted

to plain-text format and all links are disabled. In addition, you cannot use the Reply and

Reply All buttons.

NoteNote

In Outlook 2007, if the Junk E-Mail Filter does not consider a message to be spam but In Outlook 2007, if the Junk E-Mail Filter does not consider a message to be spam but

does consider it to be phishing, the message is left in the Inbox, but any links in the mes-does consider it to be phishing, the message is left in the Inbox, but any links in the mes-

sage are disabled and you cannot use the Reply and Reply All buttons. If the Junk E-Mailsage are disabled and you cannot use the Reply and Reply All buttons. If the Junk E-Mail

Filter considers the message to be both spam and phishing, the message is automatically Filter considers the message to be both spam and phishing, the message is automatically

sent to the Junk E-Mail folder. Any message sent to the Junk E-Mail folder is converted sent to the Junk E-Mail folder. Any message sent to the Junk E-Mail folder is converted

to plain-text format and all links are disabled. In addition, you cannot use the Reply andto plain-text format and all links are disabled. In addition, you cannot use the Reply and

Reply All buttons.Reply All buttons.

Avoiding Phishing Schemes 73

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